Get support from senior management and lawyers at the beginning, as plain English projects can run aground at the clearance stage.
Think about ways to overcome any resistance. Middle management, in particular, may feel threatened. This is because they may be used to conveying information up and down the organisation (in formal terms to senior staff and in everyday language to lower level staff).
Make sure that the committee includes some of the staff who actually administer the documents, or handle enquiries from clients or the public. Put a senior person on the committee who has the authority to get things done -- this speeds things up, and lets everyone know that your organisation is serious about plain English.
A plain English consultant can look at your documents objectively, help with writing and design, and organise document testing. If you use a consultant, get them involved at the beginning.
Organise awareness-raising sessions on the importance of plain English. You also need to provide staff training in plain English writing skills.
Work out what you are trying to do. It's important to understand the aims of the project before you begin writing or revising material.
Develop a long-term plan covering all the organisation's documents. Start with the ones which are most frequently used, or which are causing the most problems.
Rethink the purpose of your documents. What is each one trying to do? Could you use one brochure instead of three? Would another form of communication be better?
Plan the implementation of the new documents. Set a firm changeover date. Train staff in how to use the new documents.
Sometimes the rewriting process highlights problems or inconsistencies in the organisation's underlying policies or administration. You may have to rethink things from scratch.
Test each draft of your documents. It's no good asking people around the office what they think. You need to test your documents with the type of people who will be using them -- your clients or members of the public. A market testing consultant can help organise this.
Remember that plain English includes good design. Make sure your designer understands that you want simple, clear, easy-to-read documents.
Jargon and bureaucratic language can creep back in when documents are being cleared. This is one reason it's important to make sure that legal staff and senior management are committed to clear communication. Don't let your plain English writing be compromised during clearance.
5 February 2004